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ACCOUNTING

Fiscal 2018 Year End Miscellaneous Claim Vouchers and Orders Processing

Following are the procedures for closing out the current fiscal year and then beginning the new fiscal year activity.

• Miscellaneous Claim Voucher Processing Voucher batches received by 1 p.m. on Thursday, June 28, 2018, will be processed for payment by the close of business June 29. Vouchers received at OMES after 1 p.m. may be held and processed for payment in FY 2019. Vouchers can be created through 5 p.m. on Thursday, June 28, 2018, to accrue for 2018 expenditures in FY 2019. New vouchers should not be created on Friday, June 29, 2018, since it is reserved for fiscal year closing activities.  Agencies should resolve all voucher exceptions by the close of business on June 29, 2018. New vouchers may be created beginning on Monday, July 2, 2018.

• EDT Vouchers Submission Agencies uploading voucher data via ‘EDT’ transmissions (vouchers from remote) should provide for sufficient internal lead time so that vouchers arrive at OMES by the 1 p.m. Thursday, June 28, 2018, deadline. Alternate System Agency vouchers transmitted after 12 p.m. on June 28, 2018, will be paid on Friday, June 29, 2018. ‘EDT’ transmissions should not be submitted on Friday, June 29, 2018, ‘EDT’ agencies should resolve all voucher exceptions by the close of business on June 29, 2018. New ‘EDT’ transmissions may be submitted beginning on Monday, July 2, 2018.

• Manual Warrants The cutoff for issuing manual warrants is noon on Thursday, June 28, 2018, for non-alternate system agencies; and 5 p.m. for Alternate System Agencies. Agencies whose warrants are entered into the system by OMES must have the supporting paperwork to OMES by 5 p.m. on Thursday, June 28, 2018. Manual warrants should not be issued to payees after these deadlines since vouchers are not to be created June 29, 2018. Manual warrants may be issued and the associated voucher created beginning on Monday, July 2, 2018.

• 340 Fund Expenditures Expenditure entries for 340 funds for June 28, 2018, and prior must be received by 9 a.m. on June 29, 2018, to be processed in FY 2019. Expenditure entries for 340 funds for June 29, 2018, must be received by 2 p.m. on June 29, 2018, to be processed in FY 2018.

WARNING! 2019 Expenditures Due Early in July 2018

Payments for 2019 expenses may not be paid with 2018 budget. An example is July rent. These payments may not be paid until the agency receives its 2019 budget. Agencies should notify vendors and contractors of this end-of-year processing dilemma, which could delay payment beyond the due date.

Accounts Payable Year-End Preparations

Vouchers other than inter-unit billings and payroll withholding vouchers older than 30 days on June 29, 2018, that have not posted because of matching, document tolerance, budget checking or recycle exceptions will be deleted that day. To identify and correct vouchers prior to that date, please run the following reports beginning now:

• Match Exception
• Document Tolerance Exception
• Budget Checking Error
• Vouchers in Recycle Status.

If a voucher is not corrected within an open accounts payable period, the accounting date on the voucher must be changed to the current date so it will budget check. Contact the OMESTPAccountsPayable@omes.ok.gov if assistance is needed to resolve the errors identified on these reports. 

All payroll withholding vouchers in the staging tables should be built as of June 29, 2018. Additionally, to ensure expenditures and liabilities are reported properly and to facilitate the reconciliation processes, run the OCP_AP_UNPAID_VOUCHERS query to monitor unpaid vouchers. If vouchers have been created but will not be paid, please delete vouchers that have never posted and close vouchers that have posted.

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P-CARD

Fiscal Year-end P-Card Deadline

The Works end-of-cycle deadline posted on the P-Card information website is the final deadline by which all transactions must be closed by the Works accountants at each agency.  The agency P-card administrator should set an earlier deadline (between the cycle deadline and the posted date) for cardholder and approver signoffs in Works to provide the Works accountants adequate time to finalize all transactions.  For example: The June cycle ends Friday, June 29 and the final transactions are available for editing Monday morning, July 2. The deadline posted on the P-card website is Thursday, July 5, at 3 pm, so the deadline for the cardholders and approvers for this cycle might be 3 pm on Tuesday, July 3. You should consult both the calendar and the posted deadline date when determining your internal deadline schedule.  Most Works accountants will need at least one full day to finalize all transactions.

Remember for all new P-card AOs the Supplier ID is 0000001101 and the Location is 0002; Type is PCAO only; and Origin is EXC or PCD only.  You must also set the matching to NO MATCH in the header and the matching controls in the schedule detail must also be set to NO MATCH.  Amount only must be selected and Receiving Required should be set to Optional.